Introduction
The Company Assets feature provides an efficient method for tracking and managing a company's assets within Empeon Workforce. This feature allows any company equipment essential for daily operations and used by employees to be registered within the system as a company asset.
From laptops and monitors to mobile devices and company tools, once an item is registered within the system as a company asset, it can then be assigned to specific employees. This capability ensures a clear record of responsibility for each asset, aiding in the prevention of loss, theft, and misuse of company property. Additionally, the feature allows for setting expiration dates for assets assigned to employees. This is particularly useful for tracking leased equipment or assets with limited lifespans. By setting expiration dates, businesses can proactively manage renewals, replacements, or returns, ensuring smooth operations without interruptions due to expired assets.
Registering a Company Asset
To register a company asset, navigate to the HR section within the Company tab, and then select the card for Company Assets.
Within the Company Asset Card, it will display any registered company assets that have already been set up, as well as provide the option to register a new company asset to the system by clicking the blue "+ New Company Asset" button.
On the following screen, the following information will be prompted for entry:
- Company Asset Code: This is the name of the company asset.
- Company Asset Description: This is where additional details about the asset can be provided, such as the make and model or the total inventory of the item.
Once these fields are complete, click "Save" to officially register the company asset on the company-level. After registering the company asset, it is now ready to be assigned to an employee on their Employee Profile. Please note that company vehicles should not be registered as a company asset since there is a separate category on the Employee Profile for vehicles.
Assigning a Company Asset
After a company asset is configured at the company level, assign it to an employee by navigating to the respective Employee's Profile: People tab > Employees > Select Employee.
On the Employee Profile, select the "Assets" tab and then click "Company Assets." This will open the Company Assets section of the Employee's Profile, where company assets can be assigned and any assets previously assigned, can be viewed.
Click the blue 'plus' sign in the top right corner to assign the employee a company asset. If no assets are assigned, this can also be initiated by clicking grey button that says "+ Add Company Assets". If there are assets already assigned, this grey button will not show.
When registering a company asset on the Employee Profile, the following fields of information will be prompted:
- Asset: Select the Company Asset to assign to the employee from the dropdown menu. All Company Assets configured within the company settings will be listed here.
- Asset ID: Enter any relevant serial numbers or asset identification numbers specific to the asset being assigned. Tracking serial numbers is recommended when managing an inventory of the item.
- Date Issued: Enter the date when the asset is issued to the employee.
- Expiration Date: If applicable, enter an expiration date for the company asset.
The "Returned" toggle should remain off. This section should only be completed if the employee returns the company asset for any reason.
When registering the company asset on the Employee Profile, there is also the option to upload any relevant document files. This can be helpful in terms of uploading pictures of the asset in order to have a record of the condition they were in prior to assignment.
Once each field is complete, click "Save" to finalize assigning the asset to the employee. After assigning the company asset, there is still the option to edit any of this information that was entered and upload any necessary documents. There is also the option to delete this record as well, however that will delete any trace that the company asset was ever assigned to the employee in the first place.
Returning Company Assets
Assigning company assets to employees and recording this within the system is essential for ensuring the asset's timely return. For assets that have been assigned with an expiration date, it can be helpful to set up and Alert for "Employee Company Assets Expiration". This can help ensure Workforce Users receive reminders of upcoming assets due to expire.
When a company asset is returned, it is important to change the record on the Employee's Profile to show that the asset has been return. To update the record for a returned company asset, select the "Change" icon on the company asset record.
Use the "Return" toggle to indicate that the asset has been returned, enter the "Return Date" and then if desired, enter any notes regarding the condition that the asset is in.
Click "Save" to update the company asset record on the Employee Profile, reflecting the return status and the return date. Though the company asset was returned, the record will still remain on the Employee's Profile. This will help to maintain a history record of company assets that have been assigned and returned.
Please note that deleting this record altogether once the asset has been returned, instead of updating the record will delete any trace that the company asset was ever assigned to the employee. This is not recommended if historical records of assigned assets are preferred to be kept.